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2012-2013 Student Organization Officer/Advisor Training

2012-2013 Student Organization Officer/Advisor Training. Sign in for attendance verification. Silence cell phones & other electronic devices. PLEASE -- Refrain from mini conversations!. Welcome!. Alcohol and Drug Use (Student Handbook 2012-2013, 7-2.1)

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2012-2013 Student Organization Officer/Advisor Training

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  1. 2012-2013Student OrganizationOfficer/Advisor Training

  2. Sign in for attendance verification. Silence cell phones & other electronic devices. PLEASE -- Refrain from mini conversations! Welcome!

  3. Alcohol and Drug Use (Student Handbook 2012-2013, 7-2.1) • Harassment & Sexual Harassment (Student Handbook 2012-2013, 7-1.4) • Freedom of Speech (Student Handbook 2012-2013, 7-1.5) • Hazing (Student Handbook 2012-2013, 7-1.7) • Other Offenses (Student Handbook 2012-2013, 7-2.4) • Student Complaints: General (Student Handbook 2012-2013, 7-1.10) Risk Management: Collin Student Handbook & Collin College Policies

  4. Academic (ASO’s) • Have a full-time Faculty member appointed by the college. • Registered (RSO’s) • Select an advisor(s) and submit their name to Student Life for approval from Collin Administration. • ASO’s & RSO’s • Per HB 2639, four (4) members of the executive board and advisors are required to attend training. • Designate one student as the Primary Student Contact. • Submit an On-Campus Activity Approval Formor an Off-Campus Activity Approval Form for all organization events and activities. • All • Comply with any policies, procedures. • Access to departmental and college funds in addition to requesting funds from SAFAC. • Prior to traveling off campus overnight, students and advisors are required to attend a Travel Training session sponsored by the Dean of Students Office. Chapter 1: Student Organization Categories

  5. Identification with Collin • Earn the right to promote organizational activities and to participate in college and community events as a Collin Organization. • To have your event added to the Collin calendar, email Michael Gregorash (mgregorash@collin.edu) with your event information AFTER approval from Student Life and/or Collin Administration. • Access and Utilization of Student Organization Offices & Use of Complimentary Supplies • 200 regular copies & 100 color copies per month, per campus. • Utilize College Receiving Department for items ordered for Organizational purposes. • Utilization of College Facilities/Equipment/Campus News Boards • College must be open to access any/all facilities. • Recruit New Members • Special Events (i.e., Welcome Week, Get a Scoop, Rockin’ the Ridge) • Tables in Atrium Chapter 2 -- Benefits of Recognition 1

  6. Fund Raising Opportunities – ONE per month. • It is not permissiblefor Student Organizations to invite vendors on campus for any purpose, including fund raisers.  • Vendors include, but are not limited to, the following: Food, Candles, Art, Jewelry, Decorations, Dishes, Bibles and Candy. • Petty cash (up to $10) and/or cash boxes are available from the Cashier’s Office • Must be checked out by Advisor with 24 hour notice. • Return to Cashier’s Office by 4:30 p.m. the same day. • Cash boxes also available from Student Life WITHOUT petty cash! Chapter 2 -- Benefits of Recognition 2

  7. Four (4) main goals of the recognition process: • Establish an on-going relationship with elected student leaders and appointed advisors. • Provide resource information to student leaders and advisors. • Assist student leaders and advisors in understanding their responsibilities, the expectations of student organizations and their members, and the procedures Student Organizations must follow. • Gather information from student organizations within a reasonable period. Chapter 3 -- Responsibilities of Recognition 1

  8. In order to maintain recognition status: • Annually apply for college recognition through Student Life & attend annual training. • Adhere to all local, state, and federal laws, the Collin Student Code of Conduct, and all college policies and procedures. • Inform Student Life of changes to organizational leadership or governing documents within five (5) business days. • Ensure continuity in leadership from year to year by training newly elected officers and maintaining good records. Chapter 3 -- Responsibilities of Recognition 2

  9. Registration Paperwork – due by noon on the second Friday of September and February. • Student Life will not process paperwork or grant recognition until all registration documents are received and the paperwork is completed by the deadline. • Recruit twenty (20) members that meet the minimum standards (2.0 GPA) to serve as "Members of Record.” • Receive confirmation of Recognition. Chapter 4 -- Registering New/Returning Organizations 1

  10. Denial, Sanction, or Termination of Recognition: • Inability to complete organizational registration requirements by stated deadlines. • Failure to comply with college policies and/or procedures. • Collin Administration imposes sanctions on the organization. • Request by the local, state, or national chartering organization for termination. • Failure to have four (4) members of the executive board and the Advisor(s) attend an entire Officer/Advisor training session. Chapter 4 -- Registering New/Returning Organizations 2

  11. Per HB 2639, four (4) members of the executive board and advisors are required to attend training. • Student Organizations will assign at least one organization member to attend each Student Life training seminar. • Each organization must consist of at least twenty (20) currently enrolled students. Chapter 5 -- General Organization Requirements 1

  12. Primary Student Contact Responsibilities • Ensure the organization complies with college policies and procedures and local, state, and federal laws. • Serve as the liaison between the Student Organization, Student Life, Collin, and the Student Life Student Organization list-serve. Respond to requests for information from Collin Administration. • Mailboxes and allocated bulletin board space are kept clean and updated at least once a month. • Ensure that one person is assigned to run organization meetings. • Draft official agenda prior to meeting, copied, and made available. • Robert’s Rules of Order should be followed. Chapter 5 -- General Organization Requirements 2

  13. Faculty/Staff (includes overnight & day travel) @http://www.collin.edu/studentresources/deanofstudents/travel.html • Must obtain written approval from their supervisors prior to recognition from Student Life. • Attend mandatory training per HB2639 or complete online training (only available to returning Advisors) and the assessment. • Guide the leadership of the organization and to serve as a mentor; be professional at all times. Assist theleadership in planning and implementing meetings, events, and activities; should not mandate events. • Have knowledge of and approve all organizational activities and expenditures. Approval should be based on the feasibility of the event. Chapter 6 -- Student Organization Advisors 1

  14. Ensure plans for any activity conform to college policies and procedures. • Required to attend all organizational off-campus functions, unless these duties are shared between multiple advisors (strongly encouraged to attend all on-campus meetings). • One advisor for every 30 individuals for on-campus events. One Advisor for every 10 students for off-campus events. • Primary advisor to one Student Organization at a time. Chapter 6 -- Student Organization Advisors 2

  15. Mustuse the 2012-2013 Sample Constitution. All areas in bold on the Sample Constitution must be included in your Student Organization’s Constitution. Must type constitution. Hand written constitutions will not be accepted! Chapter 7 -- Organization Constitution

  16. On & Off Campus Activity Approval Forms • All organizational activities require approval from Student Life and/or the Dean of Student Development (depending on Tier). • Organizations may not publicize or hold any activity until approved by Student Life and/or Collin Administration. • Utilize the following to advertise: • Campus News Boards • Check out easels • Facebook (per SOPM guidelines) • To have your event added to the Collin web calendar, email Michael Gregorash (mgregorash@collin.edu) with your event information. Chapter 8 -- Student Organization Activities

  17. Financial • Each organization is required to submit an updated Agency Account Form to Student Life in order to access funds. • Signatures required for purchases: Advisor and Treasurer OR Advisor and President. Final signature with Director of Student Life • Academic Orgs require the appropriate Vice President signature in addition to above signatures on paperwork for purchases. • Make copies of all purchases and deposits for Treasurer. • Monthly Budget Reports will be e-mailed to Advisor(s) and all Officers. • Petty Cash • Reimbursement for items less than $50 with original receipt. • Food & drink purchase are not eligible for Petty Cash reimbursement. • Check Requests (not including SAFAC awards) • Used to pay vendors directly with an order form or invoice attached. Chapter 9 -- Money Matters 1

  18. Performer/Speaker/Guest Lecturer Contracts & Contract Labor Forms • Student Organizations do nothave the right or authority to enter into a contractual agreement. • Any organization considering contracted services mustcontact Student Life. • SAFAC (Student Activity Fee Advisory Committee) • All Student Organizations are eligible to apply for funds. • Funds are NOT a guarantee – plan accordingly & early. • Not to be used as a reimbursement plan. • Recommended: Full-time staff review before submitting to SAFAC Committee. • Four Decisions can be made regarding Funding Request: Fully fund; Partial fund; Deny; Table. Chapter 9 -- Money Matters 2

  19. Students (day travel ONLY) @ http://www.collin.edu/studentresources/deanofstudents/daytravel.html • Scheduling Travel Orientation Meetings for Overnight Travel • Required every academic year September 1 through August 31. • Students and advisors who do not complete the required Student Travel Orientation meeting will not be allowed to attend the overnight event or activity – no exceptions. • Steps for Successful Travel Meetings • Survey the group for best possible options. • Contact the Dean of Student Development (DOSD) Office to schedule student travel training based on survey of the group. • Receive confirmation of travel meeting from DOSD Office. • Notify the group of the upcoming Student Travel Orientation meeting. • A Travel Commitment Formmust be completed when using Collin funds. Chapter 10 -- Student Travel 1

  20. Student Field Trip Form • Work with Student Life upon receiving funding and PRIOR to travel. • Liability Waiver Forms • Must be turned in at least three (3) business days prior to travel. • Advisor, Advisor of Record, Faculty Member, or other responsible party must keep this form on their person throughout the trip. • Airfare • Must be purchased in advance and reimbursed. • TSA Guidelines requires your ID & ticket reflect the exact same name. • Per Diem • Texas rates: $10/breakfast; $15/lunch; $21 dinner. Out of state: Contact Yvonne Hooper @ yhooper@collin.edu. • Deduct the conference meals (i.e., cannot receive per diem for lunch IF the conference is providing lunch). • Disbursement to Advisor prior to travel. Chapter 10 -- Student Travel 2

  21. Lodging • Students may not share room with Advisor, Advisor of Record, Faculty Member, or other responsible party. • Students may only room with fellow students of the same sex. • Each student must have their own bed. • Use of College Van/College-Leased Vehicles • Must limit passengers to nine (9) in a vehicle, including the driver, only using 12 passenger vans. 15 passenger vans are NOT permitted! • Driver must be Collin Faculty or Staff ONLY. • Approved College Vendors for Leased Vehicles Chapter 10 -- Student Travel 3

  22. Organizations may notpublicize or hold any activity until approved by Student Life and/or Collin Administration. • Utilize the following to advertise after event is approved: • Student Organization Bulletin Boards (SCC & PRC) • Campus News Boards/Check out Easels • Collin Web Calendar – email Michael Gregorash (mgregorash@collin.edu) • Facebook (per SOPM guidelines) • Student Organizations are notpermitted to send e-mail blasts Chapter 11 -- Promotion and Publicity

  23. Most forms are fillable and found on the Student Organization Webpage. Chapter 12 -- Forms Paperwork?!? More Paperwork?!?! Even More Paperwork?!?!?!

  24. Thank You!

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